Senior Administrative Associate, Fatherhood

Description

The Senior Associate, Programs coordinates and provides advanced administrative support functions to agency programs.

• Provides ongoing administrative support to the Fathers Corps, the Fathers Corps Administrator. , and First 5’s Community Programs Team as needed.
• Work with all levels of program staff to help support program integration by supporting connections and alignment between programs and services for families, including helping to provide administrative support for cross-cutting activities and initiatives.
• Plans and provides administrative and logistical support for Fathers Corps meetings, trainings, and events, including in-person and virtual activities.
• Coordinates scheduling, including pre-and post-meeting communications with trainers and participants.
• Arranges pre and post meeting logistical aspects (e.g., catering, equipment, room reservations and arrangements, preparation and distribution of meeting materials, documents, and evaluations).
• Takes, produces, and distributes minutes. 
• Records meetings/trainings, edits and posts videos to the YouTube channel and coordinates with Communications for posting on Fathers Corps webpage
• Provides administrative support to the Fathers Corps Team and network of providers, including distributing outreach materials, producing and reviewing a variety of materials in diverse formats, such as documents, correspondence, and manuals; filing and system set-up and maintenance; data entry, including complex data entry using F5AC web-based applications; updating and maintaining information on F5AC’s website and related media, and preparing materials and packets.
• Makes travel arrangements as needed for program leadership, and prepare and submit documents for travel reimbursement.
• Provide basic navigation assistance for fathers and providers who seek connection to father-centered resources and services.
• Prepares and submits documentation for payment of expenses, ensuring appropriate budgetary coding; maintains accurate paper and electronic records of invoices.
• Enters and maintains accurate administrative records in electronic and paper form, including database records, contract information and invoices, and various program/administrative files.
• Recommends changes to and assists with developing administrative procedures or processes to increase program operations and effectiveness.
• Performs special projects such as researching information, summarizing data, evaluating alternative programmatic and policy approaches, preparing narrative or statistical reports.
• Provides general department and agency administrative support as needed, including backup coverage for other Community Programs administrative associates.
• Additional projects and duties as assigned.

Qualifications

Minimum Qualifications

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:

• Six years of full-time office administrative experience including some combination of document review and processing, administrative or financial record keeping and customer service
• Associate’s degree or equivalent of two years of college (90 quarter units or 60 semester units) from an accredited college or university may be substituted for 2 years’ experience
• Bachelor’s degree from an accredited college or university may be substituted for 4 years’ experience

Additional Requirements

• Some evening and weekends will be required
• May occasionally travel within Alameda County

Knowledge of:

• Ethnically and culturally diverse communities, particularly those in Alameda County
• The challenges that low-income and underrepresented families face
• Local Alameda County community resources available to families
• Administrative principles and practices, including goal setting and project management of cross-agency projects
• Engagement strategies for effective community outreach and engagement
• Techniques for providing a high-level of customer service by effectively working with families, providers, vendors, and contractors
• Office administrative practices and procedures, including records and file management
• Operation of standard office equipment; prefer experience with audiovisual equipment
• Strong computer skills including intermediate Word, Excel, PowerPoint, Outlook, Teams, and ZOOM; prefer experience with Office 365 including SharePoint
• Basic budgetary and financial record keeping techniques, including processing invoices and contracts
• Research and report preparation principles
• Some knowledge of event or training logistics strongly preferred

Ability to:

• Organize and prioritize work, multi-task, and work well under deadline pressure
• Support and deliver high quality customer service to a diverse population, via email, in person, by telephone, and virtually (via a web-based platform like Zoom or Microsoft Teams)
• Communicate effectively, verbally and in writing, including ability to write and produce reports and meeting minutes
• Think proactively, anticipate problems, analyze situations, consider alternatives, and develop effective solutions
• Exercise judgment within established policies and procedures
• Take initiative and work independently with little supervision
• Establish and maintain courteous, professional, and effective working relationships with those contacted in the course of work, work as part of a team
• Maintain accurate records and files, pay close attention to detail
• Meet attendance requirements of the position, be punctual and timely in meeting all requirements for work performance
• Adapt, with minimal or no advance notice, to changes in agency operations and work assignments or procedures

Please note:

• We are currently working a hybrid 2 day per week in-office schedule and employees also come to the office to attend meetings and as requested.
• All First 5 employees must live and work in California.
• The salary range for this position is $70,000 to $95,000 and as an independent government agency, the posted salary is the set salary range for this position. We cannot offer salaries above this posted range.
• We conduct reference and background checks for all potential employees.

About First 5 Alameda County

First 5 Alameda County believes every child in Alameda County should have optimal health, development, and well-being to reach their greatest potential. Through innovative programs and policy advocacy, we help provide children and their families access to resources that support their first five years of development.

Join our mission-driven team that in partnership with the community, supports a county-wide continuous prevention and early intervention system that promotes optimal health and development, narrows disparities, and improves peak years of child development.

First 5 Alameda County Benefits

We offer a comprehensive benefits package with health care options to meet the diverse needs of our employees and their families. These benefits include but are not limited to Medical, Dental, & Vision Coverage, $1,500 credit per year to spend on benefits, Health and Dependent Care Flexible Spending Accounts (FSAs), Employer Paid & Voluntary Life & AD&D Insurance, Long-Term Disability Insurance, Retirement Plans including the ACERA Pension Plan, Commuter Benefits, Employee Assistance Plan and more.

Salary : $70,000 - $95,000